Privacy and Data Protection

Learning with Parents is an online platform. We partner with schools and other organisations to drive and monitor effective parental engagement, and through our platform provide parents and carers (referred to hereafter as “parents”) with videos, games and activities chosen by their child’s teacher or the partner organisation.

At Learning with Parents, we are committed to protecting the privacy of all the parents and children we work with. This Privacy and Data Protection Notice explains the data we collect, how we use it and how we keep it secure through our systems. Learning with Parents processes personal data so that it can deliver its programme effectively, evaluate impact and work towards the vision of ensuring every child is supported at home to fulfil their potential.

By processing data, Learning with Parents acts as either a Data Controller or a Data Processor and is registered with the Information Commissioner’s Office (ICO).

To provide all aspects of its programme, Learning with Parents will use personal data in accordance with this Privacy and Data Protection Notice, complying with current data protection law and taking safeguards to ensure all personal data is encrypted to keep it safe.

This Privacy Notice was last updated on 30th October 2022 and will be reviewed annually. Learning with Parents reserves the right to update our Privacy and Data Protection Policy in line with our charitable goals. If users have any questions or concerns relating to this Privacy and Data Protection Notice, they are encouraged to get in touch at hello@learningwithparents.com.

Learning with Parents’ role in processing data

Learning with Parents acts as a Data Controller when website users engage with our site directly, such as when registering for an account or submitting an enquiry. When users are onboarded onto the Learning with Parents platform or submit any details on the site, they are prompted to give Learning with Parents consent to process their data through an explicit opt-in with a link to our privacy policy.

Learning with Parents may also collect personal details from another source such as from a school or partner organisation. In this instance, Learning with Parents is acting as a Data Processor, managing data on behalf of the school or partner organisation. The school or partner organisation will have ensured they have a lawful basis for processing the data of parents. For example, the school or partner organisation may use the Learning with Parents platform to send invites to their parents by email and text message to join the programme. When acting as a Data Processor, Learning with Parents only sends communications on behalf of the school or partner organisation who has supplied the data.

Legal Basis for Processing Personal Data

The basis for processing user data is consent, contractual and/or legitimate interest.

Consent

Learning with Parents’ users consent for us to process their personal data through an explicit opt-in when registering. By doing so, registered users agree to our use of personal data as outlined in this document.

Contractual Requirement

Without the personal data which our users and partners consent for us to use, Learning with Parents would be unable to run its programme effectively.

Legitimate Interest

This is where Learning with Parents has a legitimate reason to process personal data provided that it is reasonable and does not go against what users would reasonably expect from us. Where Learning with Parents relies on legitimate interest to process personal data, our legitimate interest is:

Maintaining records of children, teachers, parents and other users registered with the site to administer all aspects of the charity’s work
For monitoring and evaluating the impact of the programmes
Contacting users to seek consent where needed
For contacting potential partners where we have closely aligned goals

Data Collection and Processing

Learning with Parents collects information in the following ways:

Users may give their personal details to Learning with Parents directly, such as when registering on the site, via our website or engaging with us via social media
We may collect information from another source such as directly from a school or another partner organisation
We collect usage information from those registered on the site. This includes the number of sessions, videos watched, activities accessed, comments and photos uploaded for teachers or partner organisation staff
We collect information from users’ use of our website. Like all organisations we are able to see what browser users are using, IP addresses and what computer operating systems are being used. We may use this information to improve the services we offer. Please also refer to our Cookies information below.

Using Collected Data

We store the minimal amount of data for us to run our programme effectively. In order to provide the best service to our families, schools and partner organisations, we use data in the following ways:

To administer and deliver our programmes
To evaluate, improve and personalise our programmes
To engage current and potential funders with opportunities to support our work and make what we do possible
To carry out research in line with our charitable goals
To allow us to communicate with users and respond to enquiries
To undertake due diligence and manage risks

Data collected	How we use the data
Teacher or Partner name and email	To invite teachers/partners to access their organisation on the site, and to share relevant notifications and information about the class/school/partner organisation’s use of and progress on the platform, as well as any new features or updates that are relevant.
Parent name, email, mobile number	To invite parents to access their child’s space on the site, to notify/remind parents about topics that have been set for them to complete with their children, and to notify them of any awards earned.
Pupil name, school, class, year group	To administer and report on the pupil’s progress on the site to the school/partner organisation and to the parent, and to monitor and improve effectiveness of the platform by year group and region.
Pupil Premium status	To report to the school on the relative engagement levels between pupils eligible for pupil premium and other pupils, and to continuously monitor, report on and improve our programme using engagement statistics related to pupil premium status.
Ratings, comments and photos input by parents	Comments and photos are shared with schools/partner organisations, and where parents explicitly opt-in, these may also be used to promote the charity’s work. Data is also used to monitor, report on and improve the effectiveness of the platform and the quality of the activities.
Logins and user activity	Activity data is used to track whether users are recently active on the site, and this may be reported in school/partner dashboards. Additionally, detailed activity logs are maintained for a fixed period for site security purposes. Data is also used to monitor, report on and improve the effectiveness of the platform.
Use of the website	Usage information is collected through Google Analytics and Hotjar, as well as through our platform directly, and used in aggregate to monitor and improve the website and platform.

Keeping data secure

Our platform is hosted by Amazon Web Services (AWS), and information relating to our programme is stored there. The AWS service is ISO27001 compliant. The data is encrypted.

Emails sent to users by Learning with Parents will have some elements of the data listed above to tell the users about new videos and other reminders relating to our platform. We also store information about schools, teachers, partner staff, parents and pupils in documents and emails and on systems we use internally where this is necessary for the processing that is expected for delivering our service (e.g. for responding to user emails). This may include in spreadsheets and word processing documents as well as subprocessing via the services listed here. All systems are password protected and restricted to relevant users, and staff laptops are encrypted so that loss would not be expected to result in loss of user data. We operate in a generally paperless environment and do not print documents containing personally identifiable information.

Learning with Parents will only store user data for as long as is necessary and in line with the original purpose that it was collected.

Closing Accounts

When parents close their accounts, these are deactivated and parents will no longer receive any emails. The data is held in storage for 90 days before final deletion. The child’s data will still be available to the school/partner organisation.

When a school/partner organisation removes a child, the child’s data is still available for the parent. Schools/partner organisations should notify parents that their child’s data is still available to them and signpost how to close their accounts if they want to.

If the parent’s account has been inactive for 12 months, their account will be closed automatically and the process above will be followed. Parents with inactive accounts will be given 30 days’ notice of the closure.

If both the school/partner organisation and the parent remove the child or delete their accounts, then the child’s data will be deleted after at most 90 days.

Sharing Data

Learning with Parents will keep personal information confidential and not sell or disclose information to advertisers or external parties, except where users have explicitly given permission to do so.

There are some unlikely circumstances in which we would be required to share data without requesting explicit permission from the user. These include if we believe in good faith that we are required to in order to comply with a regulator or court in order to comply with law, regulation, legal process and court order. We may also share information in order to enforce terms of the contract.

We share parents’ and children’s usage information of our platform, and their comments and photos with relevant members of school or partner staff. We also release non personally identifiable aggregated data – for example over 95% of parents say that Learning with Parents has improved their child’s learning to use in promotional and reporting materials to demonstrate impact – and provide school/partner organisation level aggregated data to staff within the school/partner organisation.

Rights of the Data Subject

The Right to be Forgotten

We will remove or anonymise personal data within 30 days of any request to be removed.

Anonymising data means that any information that is not deleted can no longer be traced back to the person it came from. We would do this if we wanted to keep usage information, such as number of activities completed or ratings given, to better understand the performance of our programme. To ensure that this data was anonymous, we would delete the child’s name, parent link, UPN, school/partner organisation name and any photos or comments.

If the parent explicitly opted in, then some photos and comments may have been shared on social media or in marketing material and it may not be practicable for Learning with Parents to delete these. Photos and comments would not be used in any future publications.

Data Retention

Learning with Parents will retain personal data only for as long as is necessary for the purpose we collect it.

Changes to this Policy

We will inform users prominently on our website when this Privacy and Data Protection notice changes and provide a jargon-free summary of the changes.

Right of Access to Data

We will provide users with a copy of their personal data stored at Learning with Parents within 30 days of any request.

Restriction of Processing

We will document, process and respond to any restriction of process request users make.

Data Portability

Our platform is unique and there is no common format for personal data if a user wanted to change educational platforms. If and when a common format is agreed, we will ensure user’s data is available in that format.

Incident Response

Any data breach will be reported to appropriate authorities within 72 hours of the breach being found, and Learning with Parents will liaise fully with appropriate authorities to respond to the breach.

Cross Border Data Transfer

Our primary structured data systems that users access are located in the UK. Unstructured data storage is either in the EU or covered by Privacy Shield.

Complaints or Queries

We will always encourage all users, and school and partner staff to contact us on hello@learningwithparents.com if they have any questions about personal data.

Cookies

Cookies are small text files that are placed onto a device when users first visit a website which monitors interactions with the site.

We use cookies to:

Recognise you when you return.
Keep you logged in.
Embed content hosted by third parties like Twitter and Vimeo.
Provide a support chat service.
Improve your experience on our websites through monitoring content and feature usage.

There are three categories of cookies we set:

Necessary cookies – these cookies are necessary for the website to function properly. Some of the following actions can be performed by using these cookies: keeping you logged in; serving video content we host on Vimeo; storing your cookie consent preferences.
Performance cookies – these cookies are used to gather statistical information about the use of our websites, also called analytics cookies. We use this data for performance and website optimisation.
Functional cookies – These cookies enable more functionality for our website visitors, and can be set by our external service providers or our own website. The following functionalities may or may not be activated when you accept this category: support live chat; social media content feeds and sharing.

The full list of cookies we use across our sites can be viewed via the cookie information panel on our website.

Marketing and Outreach

To work towards our goals, we may reach out to other organisations and public bodies. We do this only where we see necessary and have balanced the needs of Learning with Parents with the interests of those receiving the direct communications. The purpose of Learning with Parents is to ensure that all children are supported effectively at home to fulfil their potential. We can only achieve our aims through building and developing relationships with current and new supporters. We therefore contact those we believe have closely aligned aims, and schools and other educational establishments where we believe we can support their learners and help toward our goals. Our database is reviewed regularly, and contacts are removed where necessary. Our emails also allow contacts to withdraw their details in accordance with our data storing processes.

Other marketing materials and updates require opt-in consent from the contact.

Queries

If you have any questions or queries about our data privacy, please get in touch at hello@learningwithparents.com.

PARTIES

(1) LEARNING WITH PARENTS a registered charity (CIO) in England and Wales with charity number 1189812 whose registered office is Newminster House, Bristol, BS1 1LT (Company);

(2) Your school or setting (School);

WHEREAS

(A) The Company has developed a programme to motivate and empower parents to engage in their child’s learning.

(B) The School wishes to use the Company’s programme to help their children and families.

(D) The Company has agreed to provide and the School has agreed to pay for access to the Company’s website on the terms and conditions of this Agreement.

IT IS HEREBY AGREED AS FOLLOWS

1. Definitions

The definitions and rules of interpretation in this clause apply in this Agreement:

“Initial Price” is the price for the Initial Subscription Term. This is calculated by the “Price Calculation”.
“Initial Subscription Term” means the initial term which shall begin on the date this contract is entered into and end after one calendar year.
“Intellectual Property Rights” means patents, rights to inventions, copyright and related rights, trade marks and service marks, business names and domain names, goodwill and the right to sue for passing off or unfair competition, rights in designs, database rights, rights to use, and protect the confidentiality of, confidential information (including know-how) and all other intellectual property rights, in each case whether registered or unregistered and including all applications and rights to apply for and be granted, renewals or extensions of, and rights to claim priority from, such rights and all similar or equivalent rights or forms of protection which subsist or will subsist now or in the future in any part of the world.
“Learning with Parents Package” means a section of the Company’s website personalised for the School that contains the Videos provided by the Company via the Website or any other website notified to the School by the Company from time to time.
“Ongoing Price” means the price for the applicable Ongoing Subscription Term calculated by the Company. This will be shared with the school at least 30 days prior to the renewal date. It is dependent on the number of classes whose parents or carers are offered access to the Learning with Parents Package, as reported by the School in accordance with clause 4.5 below.
“Ongoing Subscription Term” means the term which shall begin at the end of the previous Subscription Term and last for one year.
“Permitted Users” means the School’s current staff, and parents and carers of pupils currently at the School, in each case as at the applicable time of use.
“Price” means, in respect of the Initial Subscription Term, the Initial Price or the Ongoing Price, in respect of the applicable Ongoing Subscription Term.
“Price Calculation” means the value calculated using the formula agreed upon initial sign-up, or updated upon renewal.
“Subscription Term” means the Initial Subscription Term or the Ongoing Subscription Term, as applicable.
“Videos” means the videos provided within the Learning with Parents Package which consist of short clips of children explaining school techniques and are supported by related activities that parents can complete with their child.
“Website” means mathswithparents.com, learningwithparents.com, learningwithparents.org, englishwithparents.com or any subdomain of those domains, as appropriate.

2. Learning with Parents Package

In consideration of the School paying the applicable Price to the Company (in accordance with clause 5 below) the Company grants the School a nonexclusive, non-transferable, revocable licence to access, and to allow the Permitted Users to access, the Learning with Parents Package during the Subscription Term.

3. Company’s Obligations

Subject to payment by the School of the Price (in accordance with clause 5 below), and compliance by the School with its obligations under clause 4 below, the Company agrees to:

3.1 provide the Learning with Parents Package to the School and use reasonable endeavours to ensure it can be accessed by the Permitted Users at all reasonable times.

3.2 work with the School to support increased parental engagement

4. School’s Obligations

4.1 provide the Company with such information and materials as the Company may reasonably require to supply the Learning with Parents Package and ensure that such information is accurate in all material respects;

4.2 ensure that only the Permitted Users use the Learning with Parents Package and that they do so inaccordance with the terms and conditions of this Agreement;

4.3 allow the use of the School’s name and logo on the Company’s website and marketing materials;

4.4 no later than 30 days prior to each Subscription Term, provide an accurate estimate of the number of classes whose parents or carers will be offered access to the Learning with Parents Package.

5. Payment

5.1 The Company shall invoice the School up to 30 days prior to the start of each Subscription Term, or earlier if requested by the School, in respect of the Initial price or Ongoing Price, as applicable.

5.2 The School agrees to pay each invoice submitted by the Company within 30 days of the date of the invoice to the account specified in the invoice.

6. Intellectual Property Rights

6.1 No part of the Website including but not limited to the Learning with Parents Package and Videos may be reproduced, distributed or transmitted in any form or by any means to anyone other than the Permitted Users without the prior express written consent of the Company.

6.2 The School acknowledges and agrees that the Company owns all Intellectual Property Rights in the Website, the Learning with Parents Package and the Videos and except as expressly stated herein, this Agreement does not grant the School any rights to or in such Intellectual Property Rights.

6.3 The School shall promptly give notice in writing to the Company in the event that it becomes aware of any infringement of any Intellectual Property Rights owned by the Company.

7. Termination

7.1 Without limiting its other rights or remedies each party may terminate this Agreement with immediate effect by giving written notice to the other party if:

7.1.1 the other party commits a material breach of its obligations under this Agreement and (if such breach is remediable) fails to remedy the breach within 30 days after receipt of notice in writing to do so; or

7.1.2 the other party’s financial position deteriorates to such an extent that its capability to adequately fulfil its obligations under the Agreement has been placed in jeopardy.

7.2 Without limiting its other rights or remedies the Company may terminate this Agreement with immediate effect if the School fails to pay any amount due under this Agreement on the due date for payment.

7.3 If the Agreement is terminated pursuant to this clause 7 during a Subscription Term, there will be no refund to the School of the amount of any Price paid by the School in respect of that Subscription Term.

8. Renewal

At the end of each Subscription Term, this Agreement shall automatically renew for one additional year as an Ongoing Subscription Term unless written notice of non-renewal is provided to the Company by the School at least 30 days prior to the expiration of the then-current Subscription Term.

9. Indemnity

The School shall indemnify the Company for any loss suffered by the Company as a result of the School breaching its obligations under this Agreement.

10. Variation

No variation of this Agreement shall be effective unless it is in writing and signed by the parties (or their authorised representatives).

11. Entire Agreement

11.1 This Agreement constitutes the entire Agreement between the parties and supersedes all previous agreements, arrangements and understandings between them, whether written or oral, relating to its subject matter.

11.2 Each party agrees that it shall have no remedies in respect of any statement, representation, assurance or warranty (whether made innocently or negligently) that is not set out in this Agreement.

11.3 Each party agrees that it shall have no claim for innocent or negligent misrepresentation or negligent misstatement based on any statement in this Agreement.

12. Assignments

Neither party shall assign, transfer, subcontract, or deal in any other manner with any or all of its rights and obligations under this Agreement without the prior written consent of the other party.

13. Counterparts

This Agreement may be executed in any number of counterparts, each of which when executed shall constitute a duplicate original, but all the counterparts shall together constitute the one agreement.

14. Third Party Rights

This Agreement does not confer any rights on any person or party other than the parties to this Agreement and where applicable their successors and permitted assigns pursuant to the Contracts (Rights of Third Parties) Act 1999.

15. Governing Law

This Agreement and any dispute or claim arising out of or in connection with it or its subject matter or formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the law of England and Wales.

16. Jurisdiction

Each party irrevocably agrees that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with this Agreement or its subject matter or formation (including non-contractual disputes or claims).

The parties acknowledge that they have read and understand this Agreement and voluntarily accept the duties and obligations set forth herein.